Administrative Coordinator

2 days ago

Sydney, New South Wales, Australia Vertex Full time

About the Role

Vertex is seeking a highly organized and detail-oriented Administrative Associate to provide administrative support for our Commercial functions in Australia and New Zealand. This role plays a crucial part in ensuring the effective and efficient maintenance of departmental processes, procedures, and programs.

Duties and Responsibilities

  • We are looking for someone who can provide broad support to our Commercial functions, including coordination of day-to-day activities that lead to the completion of projects and tasks.
  • The ideal candidate will be able to manage processes for engagement with external parties (vendors and healthcare professional customers), including contract preparation and execution, vendor setup, service agreement preparation, purchase order requisition, and completing 'after event' reconciliation.
  • You will be responsible for coordinating the calendars and schedules for our Commercial functions, as well as administering key regular meetings (drafting agendas, attending meetings, and taking minutes).
  • This role requires the ability to manage purchasing processes for all agreements for vendors and sponsorships, track fees and invoices against POs, and plan in Operational Expenditure tracker.
  • You will also be responsible for coordinating the administration of sponsorships undertaken by the Commercial team, including steering through internal approval processes and execution with external stakeholders.
  • In addition, you will manage logistics for internal and external Sales and Marketing-led events, including sourcing venues, coordinating catering, organizing parking, transfers, and providing assistance with staff travel arrangements and expenses.
  • Liaise with relevant international colleagues to carry out specific functions.

Requirements and Skills

  • We are looking for someone with excellent organizational skills, the ability to prioritize multiple tasks with accuracy and attention to detail.
  • Able to solve problems and find solutions independently.
  • Proficient in MS Word, MS Excel, MS Outlook, MS PowerPoint.
  • Versatile multi-tasker, comfortable in a fast-paced environment working on time-sensitive matters.
  • Effective interpersonal skills and the ability to build relationships with stakeholders.
  • Strong written and verbal communication skills.

Salary Information

Estimated salary: AU$65,000 - AU$85,000 per annum, depending on experience.

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